Conventions for Conversion of UD Account Code to PeopleSoft Chartfields

Legacy UD Account Code

01

- 1

- 74

- 4710

- 00

- 410

Fund

Type

Source of Revenue or Function of Expense

Budget Unit

Project Number

Object

New PeopleSoft Chartfields and correspondence to legacy UD Code segments

Chartfields are the "Super-Key" data fields which provide the system with the basic
structure to segregate and categorize transactional and budget data.

Two chartfields are mandatory for every transaction:

Purpose: a discrete block of money used to make expenditures, collect revenues, or track assetts and liabilities (eg. PLSC11). Mirrors the legacy 11-digit or 14-digit "Account Code" (eg. 1-1-01-2170-00).

Account: characterizes a transaction as to the kind of thing that is being bought or that is creating revenue (eg. 141000: Office Supplies). Mirrors the legacy "Object Code" (eg. 410: Office Supplies).

A third is required for salary items

Class: the full-time faculty member or staff
position to which salary items apply. Mirrors the legacy "Salary line".

Others are optional or are filled by default by "Speedtypes":

Department: the administrative budget unit
controling one or more Purposes (eg. 02537: English)

Fund: identifies the type of UD funding to which
a
certain Purpose belongs, and thereby implies a set of budgetary and accounting rules that pertain to those Purposes (eg. OPBAS: Basic Operating). Corresponds to first two segments of the legacy "Account code" (eg. 01-1-...).

Program: identifies the origination of
revenues
or the destination of expenses (eg. INST1: Instruction). Aggregates categories in a broader sense than does the "Account" chartfield. Applies to multiple "Purposes". Corresponds roughly to first third segment of the legacy "Account code" (eg. ##-#-01-...).

Source: tags and tracks contract and grant
agency
information, and capital projects (eg. 33041101: Office of Education). The logic is based on previously used logic in the legacy Grants Management System.

Userfield: tags transactions with a code
that
each UDFS user can interpret as (s)he finds useful (eg. USER_001 might mean "Paris" to one user or department, but mean "Fall lecture series" to another).

Purpose:
The 10-character (or fewer) alphanumeric Chartfield which identifies a discrete block of money used to make expenditures, collect revenues, or track assetts and liabilities (eg. PLSC11).
Corresponds to the legacy 11-digit or 14-digit Account Code (eg. 1-1-01-2170-00).
Translated from legacy Account Codes by the
Crosswalk utility.
Enumerated in the record
CHARTFIELD1_TBL.

Non Asset/Liability Purpose codes:

1st 4 characters will identify major unit (mirror Registrar's
acronyms at time of setup)

Final 4 characters will be randomly sequentially assigned with some
variations.
Randomly sequentially assigned numbers for allocated funds will
start with a 5.
Randomly sequentially assigned numbers for other funds using such,
will start with a 2. (exceptions will be explained in the following
detail)

Specifics and examples:
Legacy 01-0-... and 01-1-... and 01-3-... accounts will be rolled
into a single "Purpose" and distinctions among transactions will be made
by the "Account" chartfield.
Basic Revenue: old 1-0-89-7201-03 will be replaced with PBRL112125
Basic Expense main dept: 1-1-01-2170-00 will be replaced with PLSC11 (6 characters only)
Basic Expense not main dept: 1-1-01-2170-02 will be replaced with PLSC112111
Basic 1-3 Exp will match 1-1: 1-3-01-2170-02 will be replaced with PLSC112111

Allocated supplemental funds (S will be used in the 7th position):
Main supplemental fund 1-7-09-2522-50 will be replaced with CHEM17S (7 characters only)
SF sub-accounts 1-7-09-2522-51 will be replaced with CHEM17S511

Other Allocated 1-5,1-6,1-7,2-6,2-7 examples (17 will be used in 5th & 6th positions and 5 will be used in 7th position):
1-5-29-2547-90will be replaced with HIST175113
1-7-09-2522-52(non SF) will be replaced with CHEM175137
2-7-95-5660-04 will be replaced with BOOK175111

Self-supporting revenue (2-0) and expense (2-1) will become one Purpose code:
2-0-89-2180-01 and 2-1-41-2180-01 will be replaced by AGCM212112

AG 3-0 Federal Appropriations 3-0-41-2210-05 will be replaced by AGEX3A2115
(3A will be used in 5th & 6th positions for all old 3-0 accounts)

Other Federal 3-1,3-2,3-3,3-4,3-5,3-6,3-7 examples:
3-1-21-2553-71 will be replaced with MATH312122
3-5-42-2101-15 will be replaced with AGRI352115
3-6-01-3140-99 will be replaced with MEEG362111

State Appropriations 4-0 example:
4-0-01-2553-02 will be replaced by MATH222111
(22 will be used in the 5th & 6th positions for all 4-0 accounts)

Other Restricted funds 4-1,4-2,4-3,4-5,4-6,4-7 will carry old fundtype in positions 5 & 6 of new Purpose code:
4-2-42-7385-01 will be replaced with CHEP422194
4-6-01-2720-01 will be replaced with ECON462111

Old 5-book Loan accounts will carry dept acronym of "LOAN" followed by old fundtype
5-1-74-4740-97 will be replaced with LOAN512153
5-7-74-4740-05 will be replaced with LOAN572115

Old 6-book Endowment accounts will have a Purpose code starting with "XM" followed by 8 additional letters representative of the Purpose Description:
6-4-74-4801-06 will be replaced with XMCRESTLEA

Old Endowment funds 7-0 thru 7-3 will have a Purpose code starting with "XS" followed by 8 additional letters representative of the Purpose Description (similar to prior example).
Old Endowment funds 7-4 thru 7-6 will have a Purpose code starting with "Y" followed by 8 additional letters representative of the Purpose Description (similar to example for 6-book above).
Old Endowment funds 7-7 will have a Purpose code starting with "Z" followed by 8 additional letters representative of the Purpose Description (similar to example for 6-book above).

Old 8-3 funds will be coded as DEBT832###.
Old 8-4 funds will be coded as UNIV842###.
Old 8-5 funds will be coded as RNOV852### with old codes for same project merged into one new Purpose code.
Old 8-6 funds will be coded as BLDG followed by 6 additional letters representative of the Purpose Description; old codes for the same project will be merged into one new Purpose code.

Agency student groups old 9-1,9-2,9-3, will be coded as STGP2###
Agency financial aid old 9-5 will be coded as EXFA2####
Other Agency old 9-4,9-6,9-7 will be coded as AGCY2####

Most Academic departments will have a basic budget Purpose code for instruction, departmental research and matching.
A sample of the instruction format is: CHEM11.
Departmental Research will have a "DRES" added as follows: CHEM11DRES.
Match will have an "MTCH" added as follows: CHEM11MTCH.

Asset/Liability Purpose codes(6 alphanumeric characters) PeopleSoft PURPOSE value will be same as PeopleSoft Account.
Assets will always start with "A".
Liabilities will always start with "L".
The second digit will identify the Major Asset/Liability Heading and the third digit will
Identify Sub-Headings, as per following example:
Old 1-8-32-0000-00-104 will be replaced with A21MOB
Where "A" = Asset, "2" = Receivables, and "1" = Student Accounts
Standard asset/liability contained in each fund group will have identical values with 6th digit representing the old fund group (e.g. A1CWT1, A1CWT2, A1CWT3, etc.)
Account: The mandatory 6-character alphanumeric Chartfield which characterizes a transaction
as to the kind of thing that is being bought or that is creating revenue
(eg. 141000: Office Supplies).
For Revenue and Expense Purposes, Account corresponds to the legacy 3-digit Object Code (eg. 410: Office Supplies).
Translated from legacy Object Codes by the
Crosswalk utility.
Enumerated in the record
GL_ACCOUNT_TBL.

Assets & Liabilities will use the same value for both PSACCT and PURPOSE (see PURPOSE section above for Asset & Liability description).

Some old object codes will be combined into one new Account; also, some new Accounts will be added.
Revenue items (old object 000-189) will start with an R (e.g. Gifts old object 081 will be R08100).
Transfers and allocations (old 191-198 and 991-999) will be replaced with 9TRS00.
Expense objects 200-950 will start with the number 1 as per following examples:
Old 211 Faculty Full-Time will be replaced with 1FF000
Old 410 Office Supplies will be replaced with 141000
Class:
The 3-character alphanumeric Chartfield which identifies the full-time faculty member or the staff position to which salary items apply.
Corresponds to the legacy 3-digit "Line number".
Enumerated in the record
CLASS_CF_TBL.

Full-time Faculty CLASS value will be alpha, and will follow that faculty member through whatever positions (s)he may hold.
All others will be numeric to mimic the legacy 3-digit salary line number.
Fund:
The 5-character alpha Chartfield which identifies the type of UD funding to which a certain Purpose belongs, and thereby implies a set of budgetary and accounting rules that pertain to those Purposes.
Corresponds to first two segments of the legacy "Account code" (eg. 01-1-...).
Enumerated in the record
FUND_TBL,

Program:
The 5-character alphanumeric Chartfield which identifies the origination of revenues or the destination of expenses. Aggregates categories in a broader sense than does the "Account" chartfield. Applies to multiple "Purposes".
Corresponds roughly to first third segment of the legacy "Account code" (eg. ##-#-01-...).
Enumerated in the record
PROGRAM_TBL.

Selected examples (not complete list) of new PSPROGRAM with old UD expense function:

Project:
The 15-character alphanumeric Chartfield which identifies contract and grant activities and facilities projects (eg. ARTC37211199000). Subdivides activity within a particular "Purpose" (eg. ARTC372111) by adding designators for fiscal year, building, or other coded details. This field may be used for additional purposes not yet defined.
Enumerated in the record
PROJECT_TBL

For contract and grant accounts, value will be same as PURPOSE plus next two digits equivalent to fiscal year of start date with last three digits filled with zeros.
e.g. old 3-7-06-2515-02 will convert to ARTC37211199000

For facilities projects, will be used as follows:
Old 1-6 and 8-5 codes will be 10000 plus PURPOSE
e.g. 8-5-22-5008-84 will be 10000RNOV852166

Old 8-6 codes will be20000 plus PURPOSE
e.g. 8-6-70-7000-97 will be 20000BLDGDUPONT
Source:
The 8-digit numeric Chartfield which tags and tracks contract and grant agency information, and capital projects. The logic is based on previously used logic in the legacy Grants Management System. Field will be used to tag and track State Appropriation for Operations, State Special Lines and Capital State items.Will also be used to track source of funds backing expenditures for capital projects, including State and all other sources.
Enumerated in the record
< a href="dict_chartfield2_tbl" target="_parent">CHARTFIELD2_TBL.

SOURCE SOURCE DESCRIPTION10000000 STATE APPROPRIATION FOR OPERATIONS
11000000 DINING RESERVE FOR CAPITAL NEEDS
12000000 HOUSING RESERVE FOR CAPITAL NEEDS
15000000 BOOKSTORE RESERVE FOR CAPITAL NEEDS
16000000 ATHLETIC RESERVE FOR CAPITAL NEEDS
17000000 CONFERENCES LOAN FROM HOUSING
20000000 STATE CAPITAL APPROP FOR YEAR 20X0
21000000 STATE CAPITAL APPROP FOR YEAR 20X1
22000000 STATE CAPITAL APPROP FOR YEAR 20X2
23000000 STATE CAPITAL APPROP FOR YEAR 20X3
24000000 STATE CAPITAL APPROP FOR YEAR 20X4
25000000 STATE CAPITAL APPROP FOR YEAR 20X5
26000000 STATE CAPITAL APPROP FOR YEAR 20X6
27000000 STATE CAPITAL APPROP FOR YEAR 20X7
28000000 STATE CAPITAL APPROP FOR YEAR 20X8
29000000 STATE CAPITAL APPROP FOR YEAR 20X9
33000000 FEDERAL FUNDS
40000000 STATE SPECIAL LINE
52000000 STATE FUNDS
54000000 LOCAL FUNDS
61000000 UNIDEL FOUNDATION
62000000 LONGWOOD FOUNDATION
63000000 OTHER FOUNDATIONS
64000000 RESTRICTED GIFTS
65000000 RESTRICTED GIFT
70000000 UNIVERSITY FUNDING
74000000 00 BOND FUNDING
75000000 01 BOND FUNDING
81000000 ENDOWMENT
82000000 PURCHASE OF REAL ESTATE
85000000 UNIV RESERVE
89000000 OTHER
Department:
The 5-digit numeric Chartfield which identifies the administrative
budget unit controling one or more Purposes. (eg. 02537 = English)
Enumerated in the record
DEPARTMENT_TBL.
Userfield
The 10-character alphanumeric Chartfield which tags transactions with
a code
that each UDFS user can interpret as (s)he finds useful (eg. USRVAL1
might mean "Paris" to one user or department, but mean "Fall lecture
series" to another).
No correspondence to legacy system.
Enumerated, but not defined in the record
CHARTFIELD3_TBL.